Project Coordinator – Team Assistant, Mid

Role Overview

• Maintain an overview of all ongoing and upcoming projects across Website & Content, Growth & Brand Activation, and Data & AI, based on the team’s defined way of working.
• Support team leads in planning timelines, milestones and dependencies, ensuring the right people are allocated to the right projects at the right time.
• Monitor resource utilization (capacity vs. workload) and highlight bottlenecks, conflicts or under ‑ utilization, suggesting pragmatic adjustments.
• Coordinate handovers between teams so that projects progress smoothly through all required steps.
• Support team leads in preparing project proposals and scopes (e.g. effort estimates, timelines, key deliverables), consolidating input into clear, structured documents and slides.
• Maintain an overview of proposals to ensure transparency for stakeholders.
• Coordinate basic commercial and administrative tasks related to projects, such as purchase requisitions, tracking of PO numbers, invoicing inputs and time ‑ tracking support.
• Help implement and continuously improve repeatable processes for project intake, planning, execution and reporting.
• Own the day ‑ to ‑ day administration of key project and collaboration tools (e.g. Jira, SharePoint and related systems), including user access, basic configurations and housekeeping.
• Maintain shared templates and documentation (briefing forms, status decks, checklists, how ‑ to guides) and keep them up to date.
• Coordinate recurring team ceremonies (planning, stand ‑ ups, retrospectives, portfolio reviews) and cross ‑ team alignment meetings.
• Serve as a practical point of contact for operational project questions (timelines, next steps, documentation), while team leads remain responsible for content and strategic decisions.

Requirements

• Experience (3+ years) in project coordination, PMO, team assistant, executive assistant or similar role, ideally in a digital, marketing or agency environment.
• Strong organizational and time ‑ management skills, with the ability to manage multiple projects and stakeholders in parallel.
• Very good proficiency with common collaboration and productivity tools (e.g. MS Office, especially Excel/Sheets and PowerPoint/Slides), plus experience with task or project management tools.
• High attention to detail and reliability in handling numbers, timelines and documentation.
• Strong communication skills and a service ‑ oriented mindset; able to work with different personalities and seniority levels.
• Comfortable working in a fast ‑ moving environment with evolving priorities and processes.
• Very good written and spoken English; additional languages (e.g. German, Portuguese, Spanish) are an advantage.

Benefits

• A supportive, international team based in Porto and other locations, with a strong focus on collaboration and continuous improvement.